Remove a User, Reduce License Count, Folder/Task Reassignment, Shared Searches and Custom Annotations
Remove a User, Reduce License Count, Folder/Task Reassignment, Shared Searches and Custom Annotations
Please
contact Title iO Customer Success at 801-290-8585 ext. 109 or customersuccess@titleio.com to reduce your user license count. The team will send you a quote to reduce your user license count. After you accept and sign the quote, please complete the following steps to reduce your user license count.
Remove a User/Reduce License Count
The GreenFolders License Key has been updated to remove the license(s) you had requested, and is ready for reactivation. This step is required to reduce the present user count or to reuse a former license for a new user. Once this is completed, you will no longer be charged for the license.
1. Login as a user who has Administrative rights.
2. Make sure there are no folders or tasks assigned to the user(s) that need to be deleted.
Note: Removing a User
Account will remove all Saved Advanced Searches and Custom Annotations shared
by that user. If you would like to retain these, you will need to make a copy
of the Advanced Search or Export the Custom Annotation prior to removing the
User Account.
Reassign Folders/Tasks
1. Go to Advanced Search
2. Make sure the ‘Search’ is set to Folders
3. Change the search parameters to be Folder Assigned To/Is/Employee Name (click on the triple dot box to choose the employee).
If the Folder count assigned to the employee is over 500, contact Title iO Support (support@titleio.com or 801-290-8585 ext. 2) for assistance.
4. Click ‘Search’ and a separate tab will open with the search results
5. Once all the folders are highlighted, right click, and choose assign to. Select the user or group to whom the folder will now be assigned.
6. Make sure ‘Search’ is on Tasks
7. Change the search parameters to Task Assigned To/Is/Employee Name (click on the triple dot box to choose the user or group). Click the plus button to add additional search parameters. Select “Task Completed/ Is False”. (This will remove any completed tasks from the results.)
If the Folder count assigned to the employee is over 500, contact Title iO Support (support@titleio.com or 801-290-8585 ext. 2) for assistance. 8. Click on ‘Search’ and a separate tab will open with the search results
9. Once all the tasks are highlighted, right click, and choose assign to. Select the user or group to whom the task will now be assigned or choose to delete the tasks.
10. Now that all the Folders and Tasks have been re-assigned, the user can now be deleted.
*Before deleting the user, please understand that all shared searches and shared customer annotations will also be deleted when a user is deleted. Have your users look to make sure that they do not have any shared searches or custom annotations by the user that you are planning to delete. If they do, make sure they replicate the search on their own Greenfolders user account, so they do not lose the search.
Shared Search
To do this, have them click on "Advanced Search" and locate all shared searches and who they were created by. Replicate a search that is shared by a user about to be deleted.
Shared Custom Annotations
For Shared Custom Annotations, sign onto the user profile and go to Attachments, into a PDF document, and click the stamp and then the wrench. Click through their created custom annotation and export any that you do not want to lose. Exporting will save the custom annotation to your computer to re-import into your Greenfolders.
11. If you are reducing your license count, continue following along to reactivate your key to reflect that reduction of users.
12. Select ‘Configuration’ from the Main Menu.
13. Select ‘Users’. Locate and select the user tile of the user to be deleted and click delete to remove the user.
14. Next, click ‘Licensing’.
15. Next, click ‘reactivate’; located to the right of the activation key:
Once the key has been successfully reactivated, the GreenFolders license(s) will be removed and no longer available.
Until the user(s) has been removed the key have been successfully reactivated, the user will continue to exist in the system and you will be billed.
Please contact Title iO Technical Support at 801-290-8585
ext. 2 or support@titleio.com for assistance reactivating your license key, removing the former User Account and/or any other questions.Related Articles
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